Minutes

Hugh Weldon- chairSamar Barakat- minutesAttending:Dave CopeJames DawsonSophie Dawson-MatthesiusUlrike MatthesiusSheri DarbyHarry GluckPenny MarltonKeith MartinFrances BriersAnne StoreySusie CairdApologies for absences- Joanna and KateLook at previous minutes (from March 2016 – June minutes notavailable)More regular meetings hasn't been able to happenVolunteer morale good- further needed for manning onSaturdays- still the case- quite a few new volunteersSaturday is still an issue- closing at 5 rather than 7 due to lack ofvolunteers, but footfall is low 5-7. Looking for volunteers for 5-7Harvey was treasurer but he has since resigned as treasurerManagingat the moment but are looking for a new treasurer.Computerised membership records- this has been discussed bytrustees recently but decision needs to be made on differencebetween library members and charity (paid) membersAnne Storey and the Library Working Group have been workingto make the library system online.Discussion that computer users need membership to usecomputer.Discussions going with trustees as to whether membership tosupport us should be different to library usersKeithcould help bring others in- e.g. From Princess Park ManorIncrease revenueCost effectivePublicity could help once this membership is brought inHughVisit to Chaville- Hugh went to do work experience exchangevisit- Some ideas from there but it's very differentRedecorating the interior- unsure what's happening at the momentbut it links to lease that's discussed laterRecent activities in Library in past yearContinuing to offer variety of events that attract a lot of peopleComputerclasses run by Hugh (Thursdays and Fridays)- fullhouse for Thursday classes but vacancies on Friday- 9-10 weekcourseEnglish classes on Mondays and Wednesdays- very popular (20+people sometimes) but in suspension at the moment due tofunding- discussion with Friern Barnet Educational Trust. Theyare usually free, but due to funding, it may cost around £1Book group- 8-10 members once a month with JoannaChildrens groups run by Helen Oliver- Wednesday and Thursdaymorning- 20+ children.Schools summer reading challenge – another successful year.Helen Oliver is also doing the volunteer rota nowSandra creative writing- 6 membersKnitter Knatter group on WednesdaysNHS will train 3 of our volunteers for a reading scheme for thosewith dementiaTeacher from St Paul's school has expressed interest to bringchildren's reading group hereYoga Tuesdays 7pmPilates Tuesday morning and Saturday MorningFinancial matters or legal matters of the lease- those who aremost closely involved with those (Joanna and Kate) are absentFinancially we are ok- we are applying for grants, including theCo-Op, Friern Barnet Educational Trust both of which we willknow more about in the next few weeksLease negotiation has been going on- one issue is Barnet councilare saying for a 25yr lease, but trustees feel a 10 year lease wouldbe better. Issue also around what grant they'll offer usRichard Cornelius has been to visit, to try to get him to supportthe libraryMore information on the situation of the lease will be given at theAGM which will be in February 2018Fundraising- quizzes by Simon has been successful, hopefullyanother one will come soon but date TBCLooking for suggestions for fundraisers or grants£157.77 raised from the McMillan coffee morningJames arranged Friern Barnet Cubs group to visit the Librarygoodcomments from them about how well the event wasorganised- Brownies group have expressed interestActivities like 'find the Harry Potter book'- one hour visits (90minutes including walking) 6-7:30 is when their activities runKeithCouncil leaders question time- first 2 have happened- 3 more tohappenSave Barnet Libraries group made complaint to DCMS thatBarnet Council aren't providing a good enough service- with theMinister at the moment- stops disabled people getting in as welldue to the key pad, toilets closedBarnet libraries are being left empty- childrens area has beenhalvedOverall message from meeting is that the services isn't goodenoughDegradation of libraries been going on for years but Silip isn'tdoing muchHughAs a library- our key focus is to survive and keep going- We as alibrary are unable to support the movements to save libraries as itisn't appropriateAnne StoreyFeels library is looking a huge amount better- thanks to LWGincluding Suzy and Dave and othersOpening catalogue soon but many things needed:Training manuals, training trustees, training volunteers- trying tomake things as simple as possibleAiming for early next year for this to startData protection issues- what do we keep, how do we keep itMembership- £5 membership is membership of charity and howthe library works- voting at AGMsLibrary borrower membership- to borrow a book you'll need toget a membership to get books outNeed to agree these first before we launch itFinished cataloguing almost all the books- foreign languagebooks is difficultChildren's area- now has movable shelvingNon fiction area to be made smallerFact books will hopefully have a new shelfFiction needs weedingSome books on dementia have been bought but more needs to beboughtElectronic system will help to keep track of books, can send outoverdue books- but we won't be chargingHampstead Garden Suburb library have provided a lot of supportto know how the systems work there. Their setting up wasdifferent because their library wasn’t closed down, library ismuch smaller and not open as many hours.ID will be needed to prove who the person is to join to borrowbooksHampstead Garden Suburb has explained by how the library cardscan be madeLibrary costs for library card will be under £1 per card- Maycharge £1 for lost cards but free for first cardHampstead Garden Suburb- they use the Barnet library card butit's a different system. We won't do that because it will result inpeople bringing books from other libraries to here, which we can'treturnSuggestion- "supporter" for the £5 membership and "borrower"for the use of the librarySuggestion of computerised membership for yearly remindersCatalogue will be put on the internet- discussions with Colinabout this- the catalogue will be on one area that's online and themembership will be separate- DOB won't be askedLibrary system is the same used by schools and manyorganisationsSystem costs- £1300 annually including VAT- very cheap forlibrary systemsPenny - Notices on windows are faded or out dated- also toomany on the window – Hugh promised to attend to these.Newsletter- things are out of date or not proof read. Hugh wouldnotify Martin.Suggestion- put the minutes in the newsletterIssue with membership- no reminder that membership is runningout, issue of when should the year run to and fromNext open meeting - provisionally on the 9th of May (TBC)